:*Additional fields will appear to the right that will allow you to enter the credit card number. Since a '''SC''' cash table batch will actively process and authorize a credit card the '''''CSC''''' field will be displayed but is not editable.

:*Additional fields will appear to the right that will allow you to enter the credit card number. Since a '''SC''' cash table batch will actively process and authorize a credit card the '''''CSC''''' field will be displayed but is not editable.

Batch Creation

With the implementation of the Service Central module, MACS, Accounting and ITTS have taken the opportunity to consolidate the number of and simplify the naming conventions for the Cash Tables used with batch creation.

There are NO LONGER cash tables associated with each MACS transaction-type such as Mem, Sub and Reg.

Instead, there are now three Cash Tables:

Cash - For checks

Lockbox - For all credit cards charged to the Lockbox

SC (Service Central) - For all credit cards (Visa, MasterCard and American Express) to be processed by MACS

Lock Box Transactions Processed by Accounting

All Membership Renewals paid for either by check or credit card and deposited to the Lockbox require a batch created by Accounting.

Lockbox Batches for recording credit card payments in iMIS which have already been charged to the Lock Box are created by Nicole Aviles.

The Accounting staff informs MACS staff of batch creation via monthly excel spreadsheets located on the network drive location: S:\Share\A_LB-DAILY RECON FY11. Within each spreadsheet is a tab for:

Summary

Check (CKS)

Amex

VS/MC

All

MACS staff then goes to Receivables Edge to view electronic copies of renewal forms, checks and credit card entries that match a batch and enter the information into iMIS.

Credit Card Transactions Processed by MACS

When Membership Renewals are received directly by MACS then the appointed personnel member of MACS will create the appropriate batch. A new iMIS Cash Table has been created specifically for MACS for processing credit cards in Service Central and is called SC. This cash table will be used for all credit card processing regardless if it for Membership, Subscriptions or Registrations and it is not necessary to separate Visa/MasterCard and Amex transactions.

CS Batches for recording Visa, Master Card and Amex credit card payments in iMIS and simultaneously processing LIVE CREDIT CARD TRANSACTIONS via PayPal in the Service Central module of iMIS.

Entering Membership Renewals Procedure

Note: You have the option to open your batch in the A/R Cash module now or later in this procedure from within the 'Service Central module.

Start in the Customers module.

Click the Find button and conduct an ID search, entering the Member ID number as indicated on the first renewal form of the batch that you need to process. Confirm that the name matches that on the form. On clean renewals (those not adding any divisions, sections or round tables) make the needed adjustments to email and mailing address. Fix all of the changes made by the member: phone numbers, title, codes, etc.

Save any changes made to the member record.

Go to the Service Central Module.

Make sure you are in the default view which is Process customer requests, you will see the customer ID that you just looked up in the Customers Module at the top of the screen and the preferred mailing address, Member Type, Status, Paid Thru date, Work and Home numbers below.

In the View drop-down in the lower left corner, select Outstanding and you will see the membership balance due items.

Click on the Payment button on the right side of the screen.

In the subsequent, Payment Entry window, click on the New button in the upper left corner. This will prompt the Open Batches window to open if you have not yet already opened a batch from within 'A/R Cash.

Click on the Find button in the upper right corner of the window your cursor will now be in the Batch field, type the batch number as indicated on the Accounting Spreadsheet or the MACS-Created Batch Sheet then hit Tab and click Save.

Click on the View Batch button and you will now see a small window located in the left corner of the screen. Take a moment to verify the batch number, count and amount against batch information.

In the Payment Entry window, click 'New, the Date field will populate with the batch date.

Hit Tab to open the Find window and select the record you just looked up in the Customers module.

Click OK.

In the Source Code field enter R for Renewal.

In the Invoices, Orders and Subscriptions' table, select the dues items that need to be paid by using the Pay check boxes, this amount will display in the 'Pay Amount field.

For the Check/CC field, you have options depending if the renewal was paid by check or credit card and where the batch originated:

Checks

Accounting Batch: Enter check number followed by applicable pay code:

A= AGENCY

D= DIRECT (same name on check as renewal/application)

L= LIBRARY’S CHECK

O= OTHER (city of, govt., state check, etc.)

Click Save.

Credit Cards

Accounting Batch from Lockbox

Enter Lockbox and press Tab.

Additional fields will appear to the right that will allow you to enter the credit card number. Since a Lockbox batch has already been charged to the Lockbox, this is data entry in iMIS only and you are not charging a credit card. A cash table not set up for immediate authorization through Service Central will not display the CSC field.

Enter the Credit Card # in the corresponding field and press Tab.

Enter the expiration date in the Exp field and press Tab.

Do Not enter any value in the Authorize field, press Tab.

The Name on Credit Card field will be auto-populated from the member record and can be edited by you to match the name on the credit card.

Click Save.

MACS Batch for processing credit cards

Any batch created by MACS is for actual processing of credit cards and should be associated with the SC (Service Central) Cash Table. A SC batch can be used to record and process:

Visa (VI)

Mastecard (MC);and

American Express (AE)collectively and simultaneously.

In the Check/CC field, enter VISA, MC or AMEX for the credit card type and press Tab.

Additional fields will appear to the right that will allow you to enter the credit card number. Since a SC cash table batch will actively process and authorize a credit card the CSC field will be displayed but is not editable.

Enter the Credit Card # in the corresponding field.

Enter the expiration date in the Exp field.

Do not enter any value in the Authorize field.

The Name on Credit Card field will be auto-populated from the member record and can be edited by you to match the name on the credit card.

Click Save and wait for the Authorize field to return an authorization code from PayPal before you close the Payment Entry window.

Staying in Service Central to process your next renewal in the batch

If you don't have to edit the next member record to make changes, you have the option to press the New button at the top of the Process customer requests window, to perform your next customer ID search, so you don't have to leave the Service Central module to process your next registration renewal.

If you changed the View drop-down to Outstanding in the first renewal of the batch, you will see the Membership dues balance due for your next renewal customer.